North Carolina A & T State University

Wireless Procedures

 

 

INITIAL REQUEST FOR SERVICE

 

Each user will be required to:

 

(    Complete Cellular Telephone Request Form

(    Prepare a Letter of Justification on Department letterhead

(    Choose a Wireless Service Plan

(    Choose a Wireless Device

(    Choose Optional Equipment (i.e. car charger, ear piece, etc.)

(    Submit the approved documents to the Administrative Telecommunications Service Department (ATSD)

 

NOTE:  These documents must be signed and approved by the Department Head, respective Vice Chancellor and Budget Office before activation.

 

The annual Estimated Departmental Expense form must include the department Banner Fund, Organization, Account and Program (FOAP) along with budget dollars for service expenditures for the entire fiscal year.  Any equipment expense related to the initial equipment purchase must also be included on this form.  The form should be updated and submitted annually to the ATSD no later than May 31, 20XX for the next fiscal budget year. Non compliance will result in suspension of cellular services.

 

CELL PHONE MAINTENANCE

 

USER REQUIREMENTS:

 

(    Review monthly billing statement for erroneous charges, service plan overages, calling / data plan modifications.  On a Call Log form properly document and have Department Head and respective Vice Chancellor review / approve all service plan overage charges.   Issue payment to the University for Unapproved Service Plan Overage Charges.

 

(    Maintain equipment ensuring steps are taken to minimize damage or theft.  In the event the equipment is stolen, file a report with Campus Police send a copy of the police report and a letter (on department stationary) with approval signatures for replacement of equipment.

 

 

 

 

 

 

 

 

DEPARTMENT RESPONSIBILITY:

 

(    Maintain cellular records by user.  The file must contain The Service Plan Agreement, Justification Letter, all Estimated Departmental Expense Forms, all Changes of Service and all Monthly Bills from the service provided.

 

(    Maintain an updated general file of all cellular phone numbers within the department.  The general file should include users’ name, departmental source of funding and wireless phone number.

 

(    Maintain a record of any discontinued services including the cellular telephone number, service end date, and equipment disposition status. 

 

(    Maintain reassignment records of cellular phone within your department.  Send a letter on departmental stationary of the reassignment to ATSD.  Include original and new users name, telephone number and FOAP information.

 

(    Any increase in service charges greater than the Estimated Departmental Expense shall be the responsibility of the department. A review of the available funds for cellular expenditures should be made periodically with  any revisions submitted as necessary to the appropriate department.   

 

ATSD RESPONSIBILITY:

 

(    Contracting, procuring, resolving billing issues and maintaining the original invoices and payments for NC A&T cellular telephone communications.  

 

(    Primary point of contact with the provider for any billing or service issues.  If there are any discrepancies in the invoice the ATSD will initiate contact and follow up with the service provider for resolution.

 

(    For service quality related issues or any changes in equipment the user must notify the ATSD to ensure file maintenance accuracy.

 

(    Assure reimbursement or authorized documentation of overage charges are completed by users/departments. Notify users and department head of overage charges.

 

 

UNIVERSITY PAYMENT PROCEDURE

 

A summarized monthly bill from the cellular service provider will be submitted to the Accounts Payable department for payment by the ATSD.

Wireless Frequently Asked Questions